INSIGHT Video Cms Operations Manual

							 
 
CMS-OperationsManual-Rev2.doc    11 
supported by the system 
Manage the update service (e.g. pushing updates down 
to client computers) 
Manage users and user groups 
Perform a report on user and system activity 
Reset security on video files and folders 
See all files regardless of other settings 
See cabinets, folders, and files one’s user groups have 
access to 
Tag media files with extra metadata 
Verify the integrity of media files 
View files in which the user is marked as the primary or 
secondary owner 
 
Synchronize LDAP 
Administrators can synchronize users from other networks using the network’s active directory listings. The 
number of users and groups found on the LDAP server are listed at the top of the screen. 
NOTE: LDAP is an acronym that stands for Lightweight Directory Access Protocol. It is a standard internet 
protocol that email and other programs use to look up information from a server. 
To synchronize LDAP, perform the following: 
NOTE: Administrators can click “Quick Enable” to 
select all users, or “Quick Disable” to de-select 
all users. 
1. Go to Management> Synchronize LDAP. 
2. From the drop-down menu, select the 
domain where the users you wish to 
synchronize are located. 
3. Enter the Administrative account username 
and password in the designated field. 
4. Select the desired users or user groups to 
synchronize from the left and transfer them 
over to the right. 
5. Check the box for each user. Right-click to 
Select All then select a box. 
6. Click “Synchronize.” This process may take a 
few moments. Wait for the process to complete. 
7. The Status Field will display when the process is successfully completed or detail any errors that occurred 
during the upload process.  
						

							 
 
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File Security 
The most critical function of the CMS system is the ability to maintain a secure environment for stored data. 
This is accomplished through a rights/restrictions policy that is referenced when granting user access to digital 
files. Administrators are the only ones who can access the actual files unless they grant access to users.  
NOTE: The DigitalProof 
TM Audit Trail feature traces who accesses the digital files, the location, and when the 
file was accessed.  
The Security Matrix 
Managing the robust security features of the CMS system can seem complex. To help users understand how 
these different security settings affect them and their ability to access files, the Security Matrix was developed 
(see Appendix). 
Folders and Cabinets 
Managing files is done through the use of Folders and Cabinets. Administrators have the ability to create folders 
and cabinets that are assigned specific retention policies and access rights. When files are uploaded that meet 
the folder or cabinet criteria, the files are automatically assigned to the appropriate folder or cabinet. For 
example, a video tagged as “Speeding” can be automatically moved to the folder labeled “Traffic Violations” 
that has an indefinite retention period. 
IMPORTANT: Developing standards for storing files is critical. It is highly recommended that common standards 
are developed and used consistently. This greatly improves administrative efficiency and unleashes the power 
of the CMS system.  
    Folders 
To create a new folder or modify an existing folder, go to Management> Folders. A list of folders will be 
displayed. 
Add a new folder 
1. Go to Management> Folders and Cabinets> Folders.  
2. Click “Add” or right-click the list and select “Add.” 
3. Select the Information tab and fill in the appropriate information (see Manage Folder/Cabinet Information 
below). 
4. Select the Security tab and fill in the name of the folder, choose a location, and set a retention time. (see 
Assigning Security below). 
5. Click “Apply.” 
Modify a folder 
1. Select the desired folder and double-click or right-click 
and select properties.  
2. Select the tab(s) to modify (see below). 
3. Click “Apply.” 
Cabinets  
Add a New Cabinet 
1. Go to Management> Folders and Cabinets> Cabinet. A 
list of cabinets will display. 
2. Click “Add” or right-click the list and select “Add.”  
						

							 
 
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3. Select the Information tab and fill in the appropriate information (see Manage Folder/Cabinet Information 
below). 
4. Select the Security tab and fill in the appropriate 
information (see Assigning Security below). 
5. Click “Apply.” 
Modify an Existing Cabinet 
1. Select the desired cabinet and double-click or right-
click and select properties.  
2. Select the tab(s) to modify (see below). 
3. Click “Apply.” 
Manage Folder/Cabinet Information 
The following fields are located in this menu. 
• Name—the displayed name of the folder. 
• Description—the general description of the folder. This 
will be displayed in the properties of the folders and in 
the CMS folder list. 
• Location—the location where the folder resides in the system. A drop-down list displays all available 
locations. 
• Retention—the amount of days the files are retained in the CMS system. IMPORTANT: Retention periods 
area based on the length of time since the file was ingested into the system; once a file is no longer 
retained in any folder or cabinet, it will be purged from the system.  
• To tag the folder with an indefinite retention policy, click “Make Permanent.” 
• To allow users to send files to this folder, click “Files may be sent to this folder via the right-click “send-
to” menu.” 
File 
The File tab lists files currently associated with the specific cabinet. 
Assigning Security 
Administrators can define which users and groups have 
access to the current folder. To assign security, perform 
the following: 
1. On the Security tab, select the user or group to 
assign security. 
2. Click “Allow” or “Restrict” to the user or group.  
NOTE: When assigning access to groups, all the 
members of the groups will be assigned the same 
security level. 
3. If desired, check the “Inherits security settings 
from files and folders placed into” box to allow the 
folder or file to inherit the security policy of the 
cabinet or folder it is associated with (allow or 
restrict). If the box is checked, the inherited right 
will be overridden.  
4. Click “Apply.”  
						

							 
 
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    Associations 
The Associ ation feature is a very powerful tool for managing 
digital files. The Administrator associates specific rules that 
direct files with specified descriptors to specified locations.  
For ex ample, an associ ation for any file with the username 
“J. Smith” will be moved automatically to a folder called 
“J. Smith’s Stuff.”  
Associations are based off two things: the category and the 
value.  
Category—a drop-down menu based on five areas of 
categorization. Metadata that can be set within the CMS or 
configured in the mobile environment the CMS is managing. 
The fields are: Area, Bookmark, Source, Tag, or Username. 
Value—enter freeform text (for bookmarks) or use the drop-
down menu and select the desired information from what 
the system has listed. 
To create or modify Associations, go to Management> 
Folders and Cabinets> Associations.  
Create a New Association 
1. Select “Add.” A pop-up window appears. Select “Add” again.  
2. Define Category by selecting one of the following categories from the drop-down menu: Area, Bookmark, 
Source, Tag, or Username. 
3. Define Value by selecting one of the values from the drop-down menu or enter freeform text (for 
bookmarks).  
4. Select “OK.” 
5. Select a Cabinet and/or Folder to apply to the Association. This will be the location the Association files 
will navigate to. 
Modify an Association 
1. Select the existing Association to modify. 
2. Modify the information on the appropriate tab. 
3. Select “OK.” 
4. Select the Containers tab.  
5. Select a Cabinet and/or Folder to apply to the Association. This will be the location the Association will 
navigate to. 
The Association Listing 
Once the Association is created, it will be displayed in a listing. Each association will display the following:  
• Constraint—the category and value assigned to the file. 
• Cabinets—the cabinet that is tied to the folder. 
• Folders—the folder where the files rare being moved to.  
						

							 
 
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    Locations 
Locations manage the directory paths of the CMS directories. 
Each location can be bound to folders or cabinets, allowing the 
specific associations to be retained in specific environments or 
a single managed location. 
• Name—the name of the specific location configuration. 
• Path—the UNC (Universal Naming Convention) path of the 
storage location. Multiple paths can be configured for 
redundancy. Users can either enter the path manually or 
navigate to it via the magnifying glass next to the path 
name. 
• Path Listing—All the UNC paths and space settings 
pertaining to this specific location are listed here. The 
topmost path has the priority. A blue checkmark indicates 
a clear path to the location. A red “X” signifies a path with 
no communication.  
• Minimum Free Space—the number listed here is the minimum amount of space required on the matching 
UNC path before writing to that location. Should the location be full, it moves to the next or simply holds 
the files until space is available. 
• Add/Remove and Priority—when a new UNC path is entered into the path field, clicking the “+” sign will 
add the path to the listing below. Highlighting an existing path and selecting the “-“ sign will remove the 
highlighted path. Selecting the up or down arrow while having a path highlighted will change its priority. 
Tags 
Tags allow users to assign a pre-made informative tag to retrieve and manage files. Once a desired tag has 
been selected, the user can modify the tag to match the media file they are associated with. These tags can be 
associated to multiple files or re-used for different 
events. For example, if a user selects a text-based 
tag that has a field dedicated to an incident 
number, the number can be entered into the open 
field. The tag can then be used on tags for 
different files. When the files pertaining to the 
incident are reviewed, the search will return all the 
media files associated to the tag. 
The same tag can be used on different video files 
by entering a different incident number. This 
allows a user with the proper rights to assign an 
incident number (or any other form of description) 
to any video file for searching and managing. 
Simply assign a pre-made tag called “i ncident” and 
enter the desired number for each different event, 
then query those events based on the tags available 
to search by and the descriptors entered.  
Create a Tag  
						

							 
 
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Create a Tag 
1. Go to Management> Video Tag. All the tags will be listed. 
2. Select “Add” or right-click the screen and drop-down to the Add option. 
3. Select the Information tab and enter the name and description of the tag.  
4. Select the Type of Tag and enter the appropriate information (see Types of Tags below). 
5. If desired, select the Association tab to assign the tag to a tag group. If one has not been established, see 
Groups above. 
6. Click “Apply.” 
Modify a Tag 
1. Go to Management> Video Tag. All the tags will be listed. 
2. Double-click to select the tag. 
Types of Tags 
• Text (Type Information)—Freeform text can be entered 
into the default field. The text appears to the user 
when the tag is being associated and can be altered as 
needed. Minimum and Maximum Length places 
limitations on the number of characters allowed in the 
text field. For example, a text tag can be created 
labeled “incident.” In the Default text box, the following message is created, “Insert Incident 
Number.” Whenever a user assigns the incident tag, they are prompted by a text box containing the 
message. The user can enter the incident number in the same field, replacing the displayed message. 
When a user wants to search for an incident tag, they can navigate to Simple Search> Tags> Incident 
(the tag name) and all the videos that share the incident number will appear. 
• Date—This tag allows a user to create and assign a tag 
based on a specific date and time. A drop-down menu in 
the Granularity field allows users to manage to the 
exact minute. 
• Number—This tag allows a specific number to be 
selected as the identifying descriptor. The user can 
define the number of Decimal Places and the Minimum 
and Maximum value per place. Additionally a Default 
value using freeform text can be included (see Text 
above). 
 
• Choice—This tag allows users to select from a group of 
tags that have been allocated to the Choice. Users may 
have a date, number and text option to choose from. 
• True/False—This tag allows users to set up a True/False 
type. For instance, the type could be set to be 
“Speeding” and when a video clip includes a speeding 
offense, it would be selected.  
• Group—this tag creates a group tag where multiple tags 
can be bound together for a single descriptor pertaining 
to multiple tags. Users can have a tag for incidents and 
a tag for dates, and be able to query either file with the 
group tag they are associated with.    
						

							 
 
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 -Name indicates the name of the tag as it was entered into the Name field. 
                  -Description indicates the description of the tag as entered into the Description field.  
                  -Type indicates the type of tag the user created or is already in the CMS system. 
-Extra Information indicates default descriptors entered as well as any restrictions 
  relating to settings established during tag creation.      
                                           
Import Media Files 
Import Video and Audio 
All Microsoft standard file formats for video and audio can 
be imported into the CMS for secure management.  
IMPORTANT: Make sure to set up the proper settings.  
1. Go to System Settings> File Import. 
2. Input the IP address. 
3. Go to Management> Import Audio and Video. The 
following menu options are available: 
• File Browse—users can import the path to the 
desired audio or video file types. The user can also 
use the rose button to locate the desired files. 
NOTE: You can right click to select all files or 
select none. 
• Media Properties—users can enter specific details 
that pertain to the video or audio file that is being 
imported. Area, Source, Primary and Secondary 
User can be populated through drop-down menus. 
Camera information and Start Time can be set 
manually. 
• File Listing—a list of the available files and their 
status as they are selected from the Media 
Directory. 
• Import Settings—users can define whether the 
fields carry over to all the imported files or just 
the selected file. 
4. Click “Import” to begin importing the files.  
Import Still Images 
All Microsoft standard file formats for still images can be 
imported into the CMS. These include .jpg, .bmp, .png, 
.gif. Users can search for still images using the different 
search methods. Images will open with the default image  
						

							 
 
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reader program (i.e. Windows Image Viewer, Photoshop, etc.) 
1. Go to Management> Import Audio and Video.  
2. Click on the “Browse” button to the location the media is located. 
3. Select the images to import by clicking on the check box next to the name of the file. 
4. Click “Import.” 
NOTE: While the files are importing, a “Cancel” button appears. Once the process is complete, a “Close” 
button appears.  
5. Click “Close.” 
 
Update Service 
(This is an optional feature. See Update Service Instructions.) 
 
System Settings 
From this menu, the user has access to Parser Settings, Password settings, and the ability to import Server 
Configurations and Schedule Storage for file transfers. 
Parser Settings   
The parser service handles the following functions of the 
CMS system: 
• Parser Interval—the time between each check for 
new video. 
• Retention Check Interval—the time between each 
check for expired video. 
• Retention of Audit Log—the amount of days the 
system will keep all audits. 
• Retention of Activity/Error Log—the amount of days the log will remain accessible in the system. 
• Retention of Zombie files—the amount of days the offline videos or bad videos will remain in the 
system until they are deleted. 
Password  
Password settings for the entire system are configurable 
as follows: 
• Minimum password length (up to 40 digits)—use 
the up/down arrow to set. 
• Upper and lower case required—check “Must 
contain a mixture of letter cases.” 
• Alphanumeric (both letter and digits) required—
check “Must be alphanumeric.” 
Storage Schedule 
Storage can be scheduled for a specific time and day to 
maximize network bandwidth. For example, files can be  
						

							 
 
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transferred in the early morning hours or on the weekend when employee access to the network is more 
limited. 
To use Storage Schedule, go to Management> System Settings and in the Storage Scheduler area of the screen, 
perform the following: 
1. Select the day, starting time, and duration from the drop down menu.  
2. Click “OK.” 
NOTE: To remove existing schedule dates, click “Remove.”  
CMS Client (Export Standalone Player) 
Administrators can allow users to export a stand-alone media player with files when they are exported. To 
enable this feature, go to System Settings> CMS Client and click “Export Standalone Player on File Export.” The 
next time a file is exported, a medi a player will export as w ell. 
Home Folders  
Administrators can enable home folders to create and maintain user-specific folders.  
1. To enable this feature, go to System Settings> Home Folder and click “Enable Home Folders.”  
2. Select the drop-down menu and assign a default storage location. 
3. Assign a default retention period (in days).  
IMPORTANT: The policy with the highest retention supercedes other policies.  
 
File Import 
File import settings can be used if the system manages other forms of media such as .mpg3, .mpg4, .wav files 
etc. These media formats are imported to the CMS through a server IP address. 
To import these file types, go to System Settings> File Import and provide the following: FTP Server, FTP User, 
New Password and Password Confirmation. 
Ancept Media Server 
The CMS supports integration with existing Ancept Media 
Servers.  
To integrate this hardware, go to System Settings> 
Ancept Media Server and provide the following: Server, 
Username, New Password and Password Confirmation.  
NOTE: For more i nformation about Ancept i ntegration 
and what it can provide, contact your Insight Video Net representative.  
						

							 
 
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Reports 
Every action within the software from logging in to playing a file are all logged by the DigitalProofTM Audit Trail 
feature of the CMS.  The reporting system allows those users with access to pull reports of every action taken 
with the system.  
 
Searching reports 
Users have a series of definable fields that 
narrow a search to a specific file, user or 
time frame. Following are different report 
options: 
NOTE: Only files highlighted in the video 
files field will be accessible in the drop-
down menus for a more defined query. 
Time Frame—allows the user to define 
reporting query between a specific start and 
end time.  
Report Type—allows the user to report on 4 
different options: Everything that occurred; 
Every action a user performed; Every action 
involving the specified object (Folder, 
Cabinet, File, etc.); or Custom (user defined 
categories). 
Parameters—allows report to query a specific file, folder or person. Any combination of the fields can be used 
to allow for a more defined reporting query. 
Audits—system audits to query. 
Media Files—files selected here can be selected in the 
drop-down menu of your parameters section. 
Results 
Results are generated in Crystal Reports format. The 
format allows you to scroll through multiple pages of the 
report, print the report, and zoom in or out on the 
results. The following columns are provided in the report: 
• Time/Date of action 
• User that performed the action 
• The action that was performed (including a 
description). 
 
Disclaimer 
By providing this document, Insight Video Net, LLC, makes no representations regarding the corrections and 
completeness of its contents and reserves the right to alter this document at any time without notice. All 
marks referenced herein with R or TM symbol are registered trademarks or trademarks of Insight Video Net LLC 
or it’s subsidiaries. All rights reserved. All other marks are trademarks of their respective owners.  
Copyright 2007 Insight Video Net, LLC.  
Email: [email protected]
  | Phone: 909.373.1800  | www.InsightVideoNet.com